Affirmation Form for Researchers - Hawaii DOE



Section I: Researcher InformationName:Title:Affiliated organization or institution:Email address:Phone number:Mailing address:Section II: Affirmation of Research Project Value and Quality & Affirmation of Research Project Representative ResponsibilitiesI, the above-named research project representative, have reviewed the Application to Conduct Research in the Hawaii State Department of Education (HIDOE) to which this document is attached (“the Application”) and affirm that, to the best of my knowledge, information and belief, the research project proposed in the Application (“the Project”), entitled, entitlednStaff are earch Project ignature affirm that, to the best of my ent data, a FERPA-compliantcompletion,is educationally worthwhile and of sound technical design. Furthermore, I affirm that I will:Comply with the established procedures and conditions for conducting research in HIDOE, as described in this document;If applicable, comply with the established procedures for requesting data from HIDOE;Act in accordance with professional ethics and standards of conduct when implementing the Project, including using the data collected during the course of implementing the Project (e.g., completed surveys, interview responses, signed participant consent forms, minor student assent documentation) or made available to me by HIDOE for the Project (e.g., HIDOE data sets) (collectively referred to as “the Data”) exclusively for the purposes described in the Application and in an ethically responsible manner that is consistent with the Forum Code of Data Ethics;Ensure that the Project and the handling of the Data are in compliance with all relevant federal and state laws and regulations pertaining to information confidentiality and security and the privacy and use of student and personnel records, such as the Family Educational Rights and Privacy Act (FERPA), the Protection of Pupil Rights Amendment (PPRA), the Individuals with Disabilities Act (IDEA), and the Hawaii Revised Statutes (HRS);Obtain and maintain documentation of written consent from all adult participants (which includes students 18 years and older) and both active assent from participants who are minors (written assent for those ages 12 to 17 years and verbal assent for those 11 years and younger) and written consent from their guardians prior to their participation in the Project;Protect the security of the Data and the confidentiality of the Project’s participants by: Ensuring that procedures for maintaining the Data are secure enough to prohibit access to anyone other than the Project Staff,Preventing the unauthorized release or publication of the Data, particularly those data that are personally identifiable and school-identifiable, by the Project Staff, Maintaining the confidentiality of the personally identifiable and school-identifiable at all stages of the Project, including within the final report, andDestroying the Data, including any copies, when the final report on the Project is complete;Assume responsibility for the protection of the Data and liability for any inappropriate or unlawful release or publication of the Data by the Project Staff;Submit proposed revisions to the Application to DGA for review and approval prior to making changes to the Project’s approved scope or design;Submit an application for an extension of the Project to DGA prior to the end of the Project’s approval period, should additional time be required to complete the Project;Duly note the general source of information as “Hawaii State Department of Education;” At least two (2) weeks prior to printing, publishing or otherwise publicly releasing the final report on the Project, submit electronic copies of a final draft to:The administrators of the participating schools and offices for their review, andIf the Project involved either participants who are HIDOE students or personnel or the collection and/or receipt of personally identifiable HIDOE student or personnel data, to DGA via email at DGA@notes.k12.hi.us to be screened for the inclusion of personally identifiable HIDOE student and personnel data;Submit an electronic copy of the final report on the Project, including its findings and any related recommendations, to DGA no later than six (6) months after the end of the Project’s approval period; andUpon request, share electronic copies of the final report on the Project with:Participants in the Project,The complex area superintendents of the participating schools, andThe assistant superintendents/directors of the participating HIDOE offices.Section III: Acknowledgement of Conditions for Conducting Research in HIDOEIn addition, I acknowledge the following:Participation in the Project by HIDOE students and personnel will be strictly voluntary and contingent upon the written approval of the relevant school or office administrator(s) and the written consent of the individual participant(s) (and, in the case of minor participants, their guardians);After consenting to participate in the Project, participants (and, in the case of minor participants, their guardians on their behalf) may withdraw from the Project at any time, for any reason;All activities related to the Project must take place at dates, times, and locations agreed upon by the administrators of the participating schools and offices;Any compensation provided to HIDOE personnel for participation in the Project must be for activities completed outside of instructional and work hours;Observation activities must be limited to the stated scope of the Project and observations of HIDOE personnel must not be used for the purpose of personnel performance evaluations;Copies of the Project’s data collection instruments (e.g., surveys, interview schedules) must be presented to the administrators of the participating schools and offices for review prior to the implementation of the Project;If the Project will involve participants who are minor students, a copy of the relevant data collection instrument(s) must, upon request, be made available to the students’ guardians for review in the office of the participating school prior to the implementation of the Project;Oral instructions must be provided for all participant activities related to the Project that involve minor students;The Application cannot be approved by HIDOE until DGA has received an official approval or response letter for the Project that has been issued by an accredited institutional review board (IRB);Data requests related to the Project will be filled as the time and workload of HIDOE personnel allow;If a FERPA-compliant written agreement pertaining to the Project is executed between myself and a designated HIDOE representative and its contents are in any way in conflict with the contents of this document, the language of the FERPA-compliant written agreement will take precedence.Consideration by HIDOE of any future Applications to Conduct Research in HIDOE that I may submit is contingent upon my submission of a final report on the Project to DGA no later than six (6) months after the end of the Project’s approval period;If the Project involves either participants who are HIDOE students or personnel or the collection and/or receipt of personally identifiable HIDOE student or personnel data, it may be subject to a random audit by DGA — either during its implementation or after its completion — to determine whether the Project, the Project Staff, and the handling of the Data are/were in compliance with the processes, procedures and conditions for conducting research in HIDOE described in this document, as well as all relevant federal and state laws and regulations pertaining to information confidentiality and security and the privacy and use of student and personnel records;In the event that any of the processes, procedures, or conditions for conducting research in HIDOE described in this document are violated by any of the Project Staff, I will report the violation(s) and submit a detailed description of the violation(s) — including dates and other relevant details — to DGA in writing within ten (10) days;In the event that there is a security breach involving any of the Data that are personally identifiable, I will immediately report the breach to DGA in writing and submit a completed “Information Security Breach — Initial Assessment and Scope” form to DGA (this form will be provided by DGA in the event it is needed).If any FERPA violations occur related to the Project, I, as the responsible party, will be ineligible to receive personally identifiable data from HIDOE for a minimum of five (5) years;Violation of any of the procedures or conditions for conducting research in HIDOE described in this document by any of the Project Staff will result in the immediate revocation of the Project’s approval, at which point I will:Stop the implementation of the Project, Have the Data, including any copies, destroyed by a company with which the Project Staff are not affiliated, and Have said company send a letter to DGA verifying the destruction of the Data; andIf approval of the Project is revoked by HIDOE, I will be ineligible to submit an Application to Conduct Research in HIDOE or to conduct research in HIDOE as either a principal investigator or a research project team member for 24 months from the date of the revocation of the Project’s approval.Signature:Date: ................
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